peoplesbancorp.com Option 6 Business Online Banking User Guide

Transcription

1 peoplesbancorp.com Option 6 Business Online Banking User Guide

2 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows OVERVIEW The information in this User Guide will concentrate on the features that are available for your new Online Banking System. This material covers the business user only, and the topics are outlined below. This is going to be helpful if you are using our online product for business banking needs. General Navigation Features: Supports backward and forward browser navigation Print and Help buttons are available on most pages Single-clicking moves the user from menu to menu Table of Contents First-Time Users Log-In Guide...3 Account Overview: Quick Action/Secure Messages... 6 Account History: History Overview/Search and Export... 9 Accounts: Online Activity Accounts: Statements Transactions: Funds Transfer-Recurring Transactions: Making a Loan Payment Transactions: Bill Payment Transactions: Remote Deposit Capture Transactions: E-Statement Enrollment Services: Secure Message Services: Address Change Services: Stop Payment Services: Check Reorder Preferences: Account Preferences: Delivery Preferences: Alerts Preferences: User Preferences: Security Preferences: Mobile Authorizations/Mobile Banking Preferences: Managing Users Preferences: Managing Subsidiaries Sign-Off Review

3 First-Time Users Log-In Guide Step One Click on the Business Banking Tab. Basic Users skip steps 2 and 3. Step Two Because this is a new system, you will need to obtain your firsttime password. You need to choose your phone number or address to have a code sent to you. Choose your preferred option and click Submit. 3

4 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows First-Time Users Log-In Guide Step Three Immediately after selecting your code option, you will receive a phone call or text message with a security code. Enter the number code in this box and click Submit. Step Four Your next screen displays the Online Banking Terms and Conditions Information. Please review the information and click I Accept. 4

5 First-Time Users Log-In Guide Step Five Complete your profile for your online banking account. Click Submit. Click OK on the confirmation pop-up window. Step Six Create your password by following the on-screen parameters. Click Submit. Click OK on the confirmation pop-up window. 5

6 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Account Overview Quick Action/Secure Messages The Account Overview page displays a summary of accounts associated with your online profile after you log in. You can initiate Quick Action Transactions and Lightning Bolts and view and access Secure Messages. Accounts are categorized by account type (checking, savings, loan, time deposit, etc.). For a Quick Action Transaction, place your cursor over the Lightning Bolt located after the Available Balance. Choose from the drop-down menu options: View History - Takes you to the history of the account Account Details - Displays the details for the account Transfer From - Allows you to initiate a quick transfer from the account Transfer To - Allows you to initiate a quick transfer to the account Print - Print the history of the account Account Overview - Quick Action/Secure Messages 6

7 Account Overview Quick Action/Secure Messages If the account name is in bold and has an asterisk in front of it, this indicates that there is at least one pending transaction for this account. There is a hyperlink at the top of the Account Overview page to indicate if you have unread secure messages. Clicking on the link will take you directly to your secure message mailbox. Here you can highlight the desired message by single clicking it. Important Note: You can also access your secure messages from the Services menu by choosing Messages. 7

8 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Account Overview Quick Action/Secure Messages Double-click on the highlighted message you wish to view and to display the secured message. This function also allows you to send attachments. 8

9 Account History History Overview/Search and Export The Account History page provides access to transaction history for your accounts. You can choose the History option under Accounts or double-click on the desired account from the Overview page. You can collapse Account Details to view more History on the page. You can easily switch accounts with the drop-down menu. 9

10 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Account History History Overview/Search and Export The magnifying glass displayed here has an associated image (such as a check image.) Sort the detailed posted history column in ascending or descending order by clicking on the Sorted By: option displayed here. You can search for specific information within the history presented by choosing the Search option. Important Note: The Default View shows the last 50 items unless changed under Preferences/Accounts. 10

11 Account History History Overview/Search and Export Click Display to view Output Options, Display Results and Export to File. In exporting the file, click the OK button for a temporary Internet file and choose to Open, Save or Cancel. Important Note: You must have the appropriate software to utilize the export options. Export To File allows you to export history to a file type such as: Spreadsheet (XLS) Microsoft Money QuickBooks CSV 11

12 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Accounts Online Activity What is Online Activity? Online Activity is a listing of ALL transactions you originated online. Under Accounts, click Online Activity. This page lists the transactions for all of the online accounts whether you manage one account or multiple accounts: Tracking Number, User Name, Creation Date, Status, Process Date, Originating Account Number, etc. The Online Activity lightning bolts are where you can approve and cancel previously drafted or saved transactions. In addition, you can copy a transaction regardless of the status. 12

13 Accounts Online Activity View Transaction allows you to see the details of that specific Internet-generated transaction. Online Activity can be grouped by several options: Status, Type, Created, Account and User. This is done by clicking on the Group By drop-down menu located in the toolbar. You can also search for specific transactions through different criteria. 13

14 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Accounts Online Activity Copy Transaction can be used to edit a transaction that has been Approved (but not yet processed), Cancelled or Drafted. It is important if you edit a transaction to make corrections, and if it is in an Approved status you MUST cancel the original Approved transaction to avoid duplicate processing. If you are using Copy Transaction to just repeat a transaction, you can do so from ALL statuses. Important Note: Cancelled transactions cannot be restored, so cancel only if you are sure you do not intend to send the transaction for processing. Online Transaction Status Terms To Know Active: Any transaction generated online that has been initiated or is in a status that still allows action to be taken. Drafted: Any transaction that has been put in a pending (Drafted) state by the user and can still be either approved or cancelled. Authorized: When a transaction, such as funds transfer, has been approved by a user with approval rights, the transaction displays in the Authorized category in Online Activity. Authorized indicates that a user is ready for the Financial Institution to process the transaction. Cancelled: When a transaction, such as funds transfer, has been cancelled by a user from the Transaction Details page, the transaction displays in the Cancelled category in Online Activity. Processed: When a transaction, such as funds transfer, has been approved by a user with approval rights and then later processed by the financial institution (either by real-time interface or manually processed), the transaction displays in the Processed category in Online Activity. Other: Any transaction that might have been unsuccessful (processing failure) or does not fall under the previous categories. 14

15 Accounts Statements If you have enrolled for e-statements, you can get your statements on demand by going to Statements under Accounts. Here you can choose the Account, Year and then Cycle. Click View Statement. Once you have chosen the desired criteria, the image will appear on the screen. Important Note: Statements can be printed or saved to your computer. 15

16 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Transactions Funds Transfer-Recurring The ability to transfer funds from one account to another is another feature. This can be done from the Quick Action icons shown earlier. You can also follow the steps below: Click the Transactions tab from the menu. Choose Funds Transfer. Select a From Account and a To Account. Choose a Transfer Date (can be in the future.) Key in the Amount. Description optional. 16

17 Transactions Funds Transfer-Recurring The system will automatically default to One-Time Transfer. You will be prompted to either Cancel or OK to view the transfer information just entered. After clicking OK, a preview titled Submit Transaction will appear. This will give you the opportunity to Approve, Cancel and Mobile Alerts. The Repeat This Process option at the bottom of the Submit Transaction screen allows you to return back to the Funds Transfer screen to initiate another transaction. Important Note: Approve: Authorizes the transaction. Draft: Places the transaction in a pending state until either Approved or Cancelled at another time. Cancel: Cancels the transaction from processing. 17

18 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Transactions Funds Transfer-Recurring As discussed on the previous page, the system automatically defaults to the One-Time Transfer option when transferring funds. You can make recurring transfers by expanding the Enter Payment Frequency category. To set up a recurring transfer online, follow the same process as a one-time transfer except you will change the option under Enter Payment Frequency to Recurring Choose Frequency (Weekly Transfer or Monthly Transfer) Determine Recur By (Days of the Week or Calendar Days) Select either Initiate The Payment Every Week or Initiate The Payment Every Month (key in number of months). Choose one of the three End Date Options. For both One-Time and Recurring Funds Transfers, if you do not choose to Repeat This Process you will be taken to the Online Activity page. Approving the Recurring Transfer is the same process as a One-Time Transfer. Important Note: In order to cancel a series of Recurring Transfers, you must do so under Transactions/Recurring. 18

19 Transactions Making a Loan Payment A loan payment can be made using the Funds Transfer option. To make a scheduled loan payment with an additional principal payment: Key the total amount into the Amount section. Key the amount to be credited to the principal balance in the Principal section. In the example on the right, $ would be credited to the scheduled monthly payment and $ would be credited towards a principal only payment. Transactions Bill Payment With the add-on Bill Payment feature available to financial institutions, you can pay your bills in a convenient and paperless way. Under the Transactions menu, choose Bill Payment. The transactions initiated through Bill Payment will be managed through the online bill payment provider s website. 19

20 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Transactions Remote Deposit Capture This option is available for customers who use the bank s remote deposit capture product. This provides a quick link to the website that is used with the product. Transactions E-Statement Enrollment In order to receive electronic statements, an enrollment form must be completed. Find the link to the bank s enrollment form by clicking on e-statement Enrollment. Complete form and submit. Note that statements will become available upon the next statement ending date. Statements previous to enrollment date will not be available. 20

21 Services Secure Message As stated on pages 7-8, you can access your Secure Mailbox from two different areas in your online banking. By allowing more than one avenue to access your Secure Mailbox, you have fewer clicks and easier navigation. The first place we covered was through the Account Overview screen. You can also access your Secure Mailbox from the Services menu by choosing Messages. 21

22 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Services Address Change You can now submit address changes to specific or all accounts by using the Address Change option under Services. Click Address Change. Change the necessary information under Enter Updated Information. Choose specific accounts or choose Select All. Click Submit. You will be prompted to either Cancel or OK to view the information just entered. After clicking OK, a preview will appear titled Submit Transaction. This will give you the opportunity to Approve, Draft (this may be an option), Cancel or Help. A check box at the bottom of the Submit Transaction screen allows the user to make another transaction if he or she desires to do so. If this box is checked, the system returns to the Address Change screen: if this box is not checked the system goes to Online Activity. A message window appears asking if you are sure you want to approve the transaction. Click OK. Important Note: This menu option is to submit a request that Peoples Bank will change your Address of Account. This would be the address where statements and notifications are sent. To change your Online Profile information only, update the User information found under the Preferences menu. 22

23 Services Stop Payment Stop payment requests may now be submitted for individual or multiple checks using the Stop Payment option under Services. Click Stop Payment under the Services menu. In Enter Account Information, select an Account and enter a Comment. Choose For a Single Check or For Multiple Checks. Key in Payee, Amount and Date Written. Click Submit. You will be prompted to either Cancel or OK to view the information just entered. After clicking OK, a preview titled Submit Transaction will appear. This will give you the opportunity to Approve, Draft (this may be an option), Cancel or Help. Important Note: A check box at the bottom of the Submit Transaction screen allows the user to make another transaction if he or she desires to do so. If this box is checked, the system returns to the Stop Payment Request screen: if this box is not checked the system goes to Online Activity. A message window appears asking if you are sure you want to approve the transaction. Click OK. 23

24 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Services Check Reorder Check reorder requests may now be submitted via the Check Reorder option under Services. 24

25 Preferences Account Accounts may be renamed or nicknamed by selecting the Account option on the Preferences menu. The account names you create will display throughout the online banking system. This is also where you can define the number of history items or history days to display on each account. Click Account. Choose an account to modify. Key in the Display Name (nickname). Key in # (number of history items or days to display) Choose Items or Days. Click Submit Changes. A message window appears asking if you are sure you want to submit these account preference changes. Click OK. After submitting the changes, the screen returns to Account Overview. 25

26 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Preferences Delivery This option allows each user to choose preference of statement delivery. If electronic statement is selected for an account, key an address to receive notification when the statement is available. Preferences Alerts The Alerts feature under the Preferences menu allows you to set up account-based and/or datebased alerts. To Set an Account Alert: Select Alerts under the Preferences menu. Choose Add Alert and select the type of alert in the list provided. 26

27 Preferences Alerts A New Account Alert is account based and notifies you of important changes to your account (i.e. the balance drops below a specified level). A New Date Alert is date based and notifies you of important events (i.e. birthdays, anniversaries and wakeup calls). A New History Alert notifies you of specific activity that can affect your account (i.e. checks, debits and credits). 27

28 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Preferences Alerts A New Transaction Alert notifies you of a specific online-originated transaction that can affect your account. Choose an account from the drop-down menu and fill out the Alert Criteria. Choose an action from the drop-down menu under Alerts. Choose an action from the drop-down menu under Notification Frequency. Click OK to submit. Important Note: These alerts can be delivered via your preferred telephone number, address, or text message. 28

29 Preferences User Unlike the Address Change menu item, the User option under Preferences does not update the contact information at the account level. Instead, it allows you to update your online user profile information only. Click User under the Preferences menu. Change the necessary fields in the Online Profile section. Change the necessary fields in the Online Contact Information section. Click Submit. Click OK. Important Note: This menu option will automatically update your online banking information only. To request that People Bank change your Address of Account (this would be the address where your statement and notifications are sent,) go to Services/Address change. 29

30 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Preferences Security The Security feature under the Preferences menu allows you to manage security-related preferences for online banking. Utilizing these security features and keeping them up to date ensures that online information is more secure. To get to the Security feature, choose Security under the Preferences menu. You will be able to do the following: Change Password Change Login ID ACH Users only will have these capabilities: Update Secure Delivery Information Set up Security Alerts Change Password: Key in Old Password. Key in New Password. (Password requirements are outlined on the page.) Key in Confirm Password. Click Submit Password Change. Click OK. Change Login ID: Key in New Login ID. (Login ID requirements are outlined on the page.) Click Submit Login ID Change. Click OK. 30

31 Preferences (only available to ACH Users) Security Changing Secure Delivery information (Please note that this option will appear only after you have registered your browser.): Choose the Secure Delivery tab. Update or add avenues of secure contact information. Important Note: Signing off after every session is a very important safety measure to protect the security of your personal financial information. 31

32 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Preferences (only available to ACH Users) Security Security Alerts allows you to set up additional notifications for your added safety and security: Security Alerts Available: Send an alert when the user ID is changed online. Send an alert when the password is changed online. Send an alert when a computer/browser is registered against the user s computer. Send an alert when a new user is created and/or deleted. Send an alert when user rights are edited. Send an alert when there is a successful login against the user ID. Send an alert when there is an unsuccessful login attempt against the user ID. Send an alert when the account has been locked out/disabled. Send an alert when a new recipient is added. Send an alert when the user alert settings are changed. Send an alert when the profile has changed. Send an alert when an administrator changes the user s password. Send an alert when an administrator changes the user s login ID. Important Note: These alerts can be delivered via your preferred telephone number or address. Text messaging alerts will be coming soon. 32

33 Preferences Mobile Authorizations/Mobile Banking Mobile Authorization requests can be sent to a user who has approval rights for a transaction. To set this up, choose the Mobile option under the Preferences menu. This screen not only accesses the Mobile Authorization page, but also the self-enrollment for Mobile Banking. Mobile Banking is a service that your financial institution may provide which allows you to access online banking from your Internetenabled portable device (i.e. cell phone.) To set up your Mobile Authorization, choose the appropriate tab. Here you can choose a four-digit personal identification number and your secure access information options. You can also select the transaction types you will be approving. Select Submit to approve your choices. 33

34 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Preferences Managing Users The features of the Business Online Banking menu give you the ability to add and manage new users for your own business. Under the Preferences menu, choose Manage Users. From the Manage Users toolbar, you will be able to add or remove users and print the list of users. We are going to add a new user by choosing this option. 34

35 Preferences Managing Users-Adding a New User The Add User screen will now display the page that allows you to add a new User and assign him or her a Login ID and Password. As you enter the information, note the required fields marked with an asterisk (*). Note the Login ID and Password Requirements on the screen as well. Click OK. 35

36 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Preferences Managing Users-Setting User Rights You can manage the rights of a choosing User Rights under Preferences menu. user by the Select the desired User. User Rights is divided into four different categories/tabs for more detailed capabilities. The Account tab allows you to define access rights per account for your user. From here, you can allow the user access to View, Deposit and/or Withdraw from linked accounts. The Transaction tab allows you to grant a user the ability to Draft, Approve and/or Cancel specific transaction types. You can also choose whether the user will be able to View Online Activity for All users, User, meaning only their work initiated online, or None, meaning they cannot see any activity. Important Note: For a user to be able to Draft a transaction but not Approve, he or she must be given the right to Withdraw from the account(s). If this is not checked, they will not be able to view any accounts to draft a payment. The limitation to ensure the user is not initiating a transaction without dual approval will fall under the Draft, Approve or Cancel rights in the second portion of this topic. 36

37 Preferences Managing Users-Setting User Rights The Limits tab allows you to define rights and limits for the user by Transaction Type. The Other tab allows you to grant the user rights to Manage Rights for all Users, which is an administrative role, Access All Templates, and Manage Recipients, which is bookkeeping related. Once all tabs are complete, click Submit at the bottom of the screen. Now that you have completely set up the new user, he or she will be able to log in with the new Login ID and Password that you issued from the home page. Important Note: Users set up as an administrator will only be able to access and view those transactions, accounts, templates and recipients that you grant them while you are setting them up under Preferences and User Rights. To change these at any time, you may do so by updating the rights granted under this menu item. 37

38 BUSINESS ONLINE BANKING USER GUIDEQuickBooks Windows Preferences Managing Subsidiaries An option you may be granted by the financial institution is to add a Subsidiary to pay from when submitting a template. To add a new Subsidiary, select Subsidiaries from the Preferences menu. Then choose Add Subsidiary from the Manage Subsidiaries screen and fill out the necessary information. After providing the required information, you will be returned to the Manage Subsidiaries page. 38

39 Sign Off Always properly end your online banking session by selecting Sign Off. This will ensure the safety and integrity of your information. Review To recap, we covered Online Banking for business users. We reviewed Login, Accounts, Transactions, Services, Preferences and Sign Off. All of these are easily accessible from your main menu. We hope this guide will help you enjoy the new features of Peoples Bank Business Online Banking. 39

40 peoplesbancorp.com Option 6 Business Online Banking ACH User Guide

41 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Overview In this material, we will cover the business online banking features. We will cover how to create recipients that represent people or businesses you either will be crediting or debiting. In addition to creating different payment templates, we will also show how to import Balanced ACH files, Unbalanced ACH files, and CSV formatted files. Domestic and International Wires, Tax Payments, managing Subsidiaries and availability to access Positive Pay are also features of the online commercial banking. Table of Contents Commercial Menu-Access to Templates...3 Managing Recipients...4 Adding a New Recipient...5 Adding a Payroll to a Recipient...6 Adding ACH Payments to a Recipient...7 Adding ACH Collections to a Recipient...8 Adding a Wire Transfer to a Recipient...9 Adding an International Wire Transfer to a Recipient...10 Submitting a Template to Process...11 Online Activity Page...14 Importing Formatted Files for Processing...15 Importing a CSV Formatted File...16 Importing an Unbalanced ACH File...21 ACH Pass-Thru...23 Initiating a Domestic Wire...25 Initiating an International Wire...26 Submitting Wires for Processing...27 Submitting a Tax Payment...29 Signing Off...31 Review

42 Commercial Menu Access to Templates This section concentrates on how bookkeeping transactions will be processed through the new online banking solution. All templates/transactions will be accessed under the Commercial menu from the account overview screen. Under the Commercial menu, you will be able to manage your Recipients. In order to set up, edit, or remove recipients, you will choose Recipients from under the Commercial menu. This will bring up the Manage Recipients screen. You can choose your action here from the toolbar: Add a New Recipient Edit a Recipient Delete a Recipient Print Recipient List We are going to choose Add Recipient. 3

43 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Managing Recipients The next page presented is the Add New Recipient page. There is also an additional option that allows you to create an International Recipient. You can choose to pay an Individual or to pay a Company. Notice the change in fields upon choosing an International Recipient. Important Note: International Recipient is only used for INTERNATIONAL WIRES. There are no current International ACH Origination capabilities. 4

44 Adding a New Recipient You can also opt to Send Notifications to your recipient when a payment or collection has been processed by the financial institution. In addition to adding the new recipient, you can also add a new payment for this recipient from this screen. In the Manage Payments section, you can choose to add, edit, remove or print a selected payment from the toolbar. We are going to choose Add Payment. This brings you to the Payment Template screen. 5

45 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Adding a Payroll to a Recipient The next payment template we are going to look at is Payroll. This template allows you to create a payroll for your employees. Note that you can either use an existing payroll batch or create a new one. The Recipient Employee Information is optional and allows you to enter Department and Employee ID information for your records. The unique capability of this template allows the payment to your employee to be split up among three different accounts. Once you submit this payment, you will be taken back to the Recipient page where you can see the new payment. 6

46 Adding ACH Payments to a Recipient ACH Payments is a group or batch of ACH payments to several recipient s accounts and one withdrawal from your account. Example: If you owned an insurance company and every month you paid back premiums to your customers, you would use an ACH Payment. Here you can choose to use an Existing Batch or create a New Batch. Once you submit this payment, you will be taken back to the Recipient page where you can see the new payment. 7

47 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Adding ACH Collections to a Recipient The ACH Collections template allows you to make several debits against recipient s accounts and one deposit into yours. Example: If you owned a gym and every month you needed to collect dues from your members, you would use an ACH Collection. Here you can choose and Existing Batch or create a New Batch. The Payor Account Information is the recipient s account that will be debited. Once this payment is submitted, you will be taken back to the Recipient page where you can see the new payment. 8

48 Adding a Wire Transfer to a Recipient The Wire Transfer template allows you to send a recipient a wire transfer. This is a Single Payment, as it is a one-time credit to a single Recipient. You will be required to fill in all of the areas marked with an asterisk*. If an Intermediary Institution needs to be used, you can check the appropriate box to enable the fields. Once this payment is submitted, you will be taken back to the Recipient page where you can see the new payment. 9

49 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Adding an International Wire Transfer to a Recipient The International Wire Transfer template allows you to send a recipient a wire transfer. On the Recipient page, select the International Recipient option and choose Add Payment. The International Wire Transfer template will be presented. You will be required to fill in all of the areas marked with an asterisk*. If an Intermediary Institution needs to be used, you can check the appropriate box to enable the fields. Once you submit this payment, you will be taken back to the Recipient page where you can see the new payment. 10

50 Submitting a Template to Process To submit a transaction to be processed, you will choose the desired payment under the Commercial menu. For this example we will choose a Single Payment. Choose the desired payment from the drop-down menu. You can also choose to notify the recipients by on the date this transaction is processed. Important Note: The Effective Date is the date that the transaction will hit the recipient s account. There must be at least a two-day window for all ACH credit transactions to be processed for the Effective Date to be achieved. If a Subsidiary has been added, you can decide which company this payment should be from. You can also expand the area below to make this a recurring transaction. Click on Continue to move forward with the processing of this transaction. 11

51 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Submitting a Template to Process The next page you will be presented with is the Submit Transaction page. This will provide the details of your transaction. You will be able to view the details of the transaction you are submitting to be processed. In order for this transaction to be approved and sent for processing, you must choose Approve from the toolbar at the top of the screen. Choosing Draft will leave the transaction in a pending state until you come back and Approve for processing or Cancel. To cancel the transaction completely, you can choose Cancel. Terms Review: Approve: Transactions sent to the financial institution that are scheduled to be processed. Draft: Transactions submitted but not authorized for processing. Cancel: If the transaction has not been processed, this is a request to cancel it. Help: Online Help descriptions, definitions etc. 12

52 Submitting a Template to Process You will be able to send this transaction for approval, if necessary. This is an important feature for users you would like to grant Draft rights but who need an authorized user to Approve. You can also elect to have an notification sent to the user who drafted the transaction, following approval by an authorized party. You can add several contact options for the Eligible Approver to give you more flexibility. If you are an Eligible Approver, you will be taken directly to the Online Activity page upon choosing the Approve button on the Submit Transaction page. The Online Activity page contains all the transactions you have submitted online. This page can also be used to View, Approve, Cancel and Copy any pending transactions. Important Note: Copy Transaction can be used to edit a transaction that has been Approved (but not yet processed), Cancelled, or Drafted. It is important if you edit a transaction that is in an Approved status, to remember that you MUST cancel the original Approved transaction to avoid duplicate processing. If you are using Copy Transaction to just repeat a transaction, you can do so from ALL statuses. 13

53 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Online Activity Page Transactions may be grouped and searched to help you locate a specific transaction more easily. There is also a quick action feature built into the Online Activity page for your convenience. You can View, Approve, Cancel or Copy a transaction directly from this page. 14

54 Importing Formatted Files for Processing In addition to creating your own batch, you can also import a file to be processed if it has already been created. To begin the process, navigate to the template function for which you want to import a file and then click Browse. In the Choose File screen, select the file you want to import. The system allows you to import Balanced ACH files, Unbalanced ACH files and CSV formatted files. 15

55 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Importing a CSV Formatted File For CSV formatted file imports, there are two options. Option 1: CSV import to update template amounts. After selecting the file, you will need to select the funding account, a valid payment date and a Company ID for ACH Origination. Important Note: The user will select funding account. The accounts in the list are based on specific users account entitlement. The last step in the process allows you to route the batch/template for approval and complete the origination of the ACH batch. Important Note: This screen allows you to Approve, Draft or Cancel this transaction. To submit this for processing, you must choose Approve. 16

56 Importing a CSV Formatted File The critical components for processing the CSV Import are first having a template in which the names match the names in the input file. The CSV file has the same recipients as noted above. The screen shot seen here shows the actual import file. 17

57 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Importing a CSV Formatted File Option 2 - Importing a CSV formatted file to create an ACH batch. This option allows you to import a complete ACH payment from a CSV file format. The steps to import are very similar to importing a CSV file to update amounts with one critical exception: no batch is needed. The CSV file format is as follows: Name, routing transit number, account number, account type (checking-1/savings-2), amount Here is an example of an import file: Kevin Smith, , ,1,2 Susan Wilson, , ,1,2 Ian Johnson, , ,1,2 Jamie Balouvic, , ,1,2 Cater Johnson, , ,1,2 Ryan Healy, , ,1,5 Jake Sorrels, , ,2,2 Cindy Martin, , ,1,2 Jenna Wilson, , ,1,2 Greg Erickson, , ,1,0 In this file import method, you are creating an ACH batch directly from the CSV file (not updating amounts). In the following screen shots, we will walk you through how to import a CSV file using Collections (i.e. debits) as the example. Similar to a CSV amount update, you will select the file to import by clicking the Browse button. 18

58 Importing a CSV Formatted File Here, you select the file to import. After choosing the file, select the funding account, a valid payment date and a Company ID for ACH Origination. 19

59 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Importing a CSV Formatted File The last step in the process allows you to route the batch/template for approval and complete the origination of the Collections batch. Important Note: You cannot modify any components within the import file you are allowed to see each of the transactions to completely verify the import. 20

60 Importing an Unbalanced ACH File The process to import Unbalanced ACH files is as follows: In this step, you will select a file to import from a local directory. After attaching the selected file, you will select to continue to the next step. This is where you will be presented a new screen with the ability to select an account from a dropdown menu. 21

61 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Importing an Unbalanced ACH File This is the final step in the process. From here you will be able to approve the transaction, draft or route mobile alerts (as needed) to approvers within the company. Approve, Draft, Cancel, or send Mobile Alerts here from the toolbar. Important Note: The Balanced, Unbalanced and CSV import functionality is for SINGLE batches only. For multiple batch import option, you would choose the ACH Pass-Thru menu item. 22

62 ACH Pass-Thru The ACH Pass-Thru feature allows you to import and submit a fully formatted NACHA file that has been created in outside software. This file may contain multiple batches and credits as well as debits. Important Note: Our Online Banking system is strict in enforcing NACHA formatting because this promotes acceptability of the files you submit to the ACH Network. Therefore, it is advised that you submit a prenote at least 6 days in advance of your live file submission. Under the Commercial menu, choose the ACH Pass-Thru option. From this screen you will need to choose the date for the file to be processed and then browse to import the desired file. The Description field is optional, and the information will be stored in Online Activity. After importing the file, you will need to choose a date for processing. 23

63 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows ACH Pass-Thru If you would like to enter a brief description, you can do so in the field presented. Once the transaction has been submitted, you will be presented with the Submit Transaction screen to review. Once you have approved the transaction, you will be taken to the Online Activity screen where you will be able to review the details at any time. 24

64 Initiating a Domestic Wire In addition to the available payment templates, you can also choose to send a Wire Transfer or an International Wire from online banking. Choose the Wire Transfer option under the Commercial menu to send a domestic wire. This form allows you to choose a recipient you have attached to a wire payment or to Free Form a recipient without having to create a recipient profile. Fill out the form just as you would a form at your financial institution. The Beneficiary Information is the information for the recipient of the wire. The Beneficiary Financial Institution section is where you complete the account information for recipient of the wire. 25

65 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Initiating an International Wire Choose the International Wire option under the Commercial menu to send an international wire. This form allows you to choose a recipient you have attached to a wire payment, or to Free Form a recipient without having to create a recipient profile. Fill out the form just as you would a form at your financial institution. The Beneficiary Information is the information for the recipient of the wire. The Beneficiary Financial Institution section is where you complete the account information for recipient of the wire. 26

66 Submitting Wires for Processing At the bottom of both the domestic and international wire pages, there is an option to make the wires recurring by expanding the Enter Payment Frequency section. After submitting the wire, you will be presented with the Submit Transaction page. Here you can send for additional authorization (if needed) or choose to Approve, Draft or Cancel the transaction. 27

67 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Submitting Wires for Processing As with the other transactions we have reviewed, you will be taken to the Online Activity page after making your selection. As before, you will be able to take advantage of the quick action menu features from the Online Activity page. 28

68 Submitting a Tax Payment Another feature you will be able to access from the Commercial menu allows you to submit Tax Payments. From this screen, you will be able to choose either Federal Tax (IRS) or the specified State, if applicable. The most common tax payment is the Form 941-Employers Quarterly Tax Return Federal Tax Deposit and we will use this in our example. You have the ability to split these into three sub-categories or as a total payment. Social Security Amount, Medicare Amount and Withholding Amount are the three sub-categories. Click Continue. 29

69 BUSINESS ONLINE BANKING ACH USER GUIDEQuickBooks Windows Submitting a Tax Payment The Submit Transaction page will be displayed upon admission of the payment. Note that the format of the transaction is properly coded for the correct tax code. After choosing whether to send for Mobile Alerts or to Approve, Draft or Cancel the transaction, you will be taken to the Online Activity screen. 30

70 Signing Off To ensure the safety and security of your information, properly sign off when you are finished using Business Online Banking. Review In this material, we covered the Business Online Banking features. We covered how to create recipients which represent people or businesses that you either will be crediting or debiting. In addition to creating different payment templates, we showed how you can import Balanced ACH files, Unbalanced ACH files and CSV formatted files. Domestic and International Wires, Tax Payments, managing Subsidiaries and availability to access Positive Pay are also features of the business online banking. 31

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